ShoreTel® Programmable Buttons User Guide Supplement To IP

ShoreTel® Programmable Buttons
User Guide Supplement to IP 212k,
IP 230, IP 560 and BB24 Devices

Document and Software Copyrights
Copyright © 1998–2007 by ShoreTel, Inc., Sunnyvale, California, U.S.A. All
rights reserved. Printed in the United States of America. Contents of this
publication may not be reproduced or transmitted in any form or by any
means, electronic or mechanical, for any purpose, without prior written
authorization of ShoreTel, Inc.
ShoreTel, Inc. reserves the right to make changes without notice to the
specifications and materials contained herein and shall not be responsible
for any damage (including consequential) caused by reliance on the
materials presented, including, but not limited to, typographical, arithmetic,
or listing errors.
Trademarks
ShoreTel®, ShoreCare®, ShoreWare®, ShoreGear® and ControlPoint® are
registered trademarks of ShoreTel, Inc. in the United States and/or other
countries. ShorePhone is a trademarks of ShoreTel, Inc. in the United
States and/or other countries. All other copyrights and trademarks herein
are the property of their respective owners.
Patents
This product is covered by one or more of the following patents: United
States Patent 6,996,059, United States Patent 7,003,091. ShoreTel, Inc. All
rights reserved.
Version Information
PN 850-1055-03
ShoreTel Release 7.5
Revision 2
ShoreTel Programmable Buttons User Guide
Date: August 13, 2007
Company Information
ShoreTel, Inc.
960 Stewart Drive
Sunnyvale, California 94085 USA
Phone: +1.408.331.3300 OR +1.800.425.9385
Fax: +1.408.331.3333
www.shoretel.com

Contents
OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
HOW TO ASSOCIATE A BUTTON BOX WITH A PHONE . . . . . . . . . . . 6
HOW TO TIE A USER TO A PHONE . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
HOW TO PROGRAM BUTTONS FROM DIRECTOR . . . . . . . . . . . . . . . . 10
HOW TO PROGRAM BUTTONS FROM AN IP PHONE . . . . . . . . . . . . . 14
SUPPORTED FUNCTIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
LEDS AND ICONS BY PHONE TYPE. . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
COLOR AND BLINK PATTERNS FOR CUSTOM KEYS . . . . . . . . . . . . . . 18
STATUS ICONS FOR OPERATIONAL STATES . . . . . . . . . . . . . . . . . . . . 19
3

OVERVIEW
The programmable buttons allow an administrator or an end user to change
the functions associated with the custom buttons on some IP phones and on
the button box. This lets the user create shortcuts for operations that would
normally require pressing two or three buttons.
For example, the action associated with the bottom button on an IP 560 could
be configured to speed-dial a particular extension or external number. The
button above that could be set to perform overhead paging, and so on. All of
the custom buttons on the IP 560 phone are configurable except for the topmost
button, which is permanently set to provide call appearance information
(i.e. ringing indicator and call timer information). All 24 buttons on the
button box (BB24) are configurable with none limited to call appearance.
Users can figure out which actions they perform on a regular basis and then
associate those actions with the custom buttons so that instead of having to
dial a star code (such as *14 for picking up the Night Bell) they can just press
one button. See the table on the following page for supported functions.
Details:
After a function is assigned to a button, users can enter a label (up to five
characters on the IP 560 and up to six characters on the IP 100 and
BB24). The label appears on the LED display next to the custom button.
The system administrator can configure the custom buttons via
ShoreWare Director on behalf of a user or can enable permissions for an
individual user so that the user can modify the custom buttons on the IP
phone via the telephone interface.
The programmable button feature is supported on the BB24, IP 100, IP
212k, IP 230, and IP 560 models. The feature is not supported on the
analog models or on the IP 210.
The IP100 does not have custom buttons, but the soft keys can be
configured (via ShoreWare Director) in the same way that custom
buttons are configured on the other phones.
IP 100 phones cannot be configured by the user. The buttons on these
phones must be configured by the system administrator.
5

HOW TO ASSOCIATE A BUTTON BOX WITH A PHONE
Before you can program the buttons on a BB24 button box, you must first
associate the button box device with a user’s IP 212k, 230, or 560 phone. To
create this association using ShoreWare Director, follow the procedure below:
6
Step 1 Launch ShoreWare Director and enter the user ID and
password. Then click the Login button.
Step 2 Click on the Administration link to expand the list (if it has
not already been expanded).
Step 3 Click on the IP Phones link and then the Individual IP
Phones link to display a list of devices on this system.
Figure 1 The MAC address appears in the left-most column
Step 4 In the Name column, click on the MAC address of the
button box you are configuring. (The system automatically
pulls this information from the device upon connection.)
A pop-up window appears displaying information about the
button box device, as shown below.

Figure 2 Select the button box order
Step 5 The MAC address appears in the Name field. If desired, you
can rename the device to something that will be easier to
remember.
Step 6 Verify that the information is correct for the Site, Switch, and
other fields, and then in the Assign To drop-down menu,
click on the MAC address of the IP phone. (The name of the
user may appear next to the MAC address to indicate that he
or she is tied to this phone.)
Step 7 In the Button Box Order drop-down menu, select 1 if you
only have one BB24 assigned to this user’s phone. Only four
button boxes can be assigned to a single IP 212k, 230, or 560
phone.
After assigning the button box order, the administrator can
rearrange the order of the assigned boxes or can reassign the
button box device to the phone of another user, if desired.
Step 8 Click Save to store your changes.
7

HOW TO TIE A USER TO A PHONE
At this point, you should have successfully associated the button box with an
IP phone. If you have not already done so, you may want to associate a user
with that same IP phone to ensure that the correct person has access to the
new button box. To assign a user to the phone using ShoreWare Director,
follow the procedure below:
8
Step 1 Click on the Individual Users link to display a list of users
on this system.
Step 2 From the list of names that appears in the left-most column,
click on the name of the user who will be associated with the
IP phone that will act as the “parent” of the button box.
Figure 3 Select the MAC address of the parent phone

Step 3 Select the MAC address of the user’s phone from the Home
Port - IP Phones drop-down menu, as shown.
Step 4 Click Save to store your changes.
You are now ready to move on to the next section, which
provides information on programming the buttons on your
BB24 button box.
9

HOW TO PROGRAM BUTTONS FROM DIRECTOR
To configure programmable buttons on the phone of a specific user via
ShoreWare Director, follow the procedure below:
10
Step 1 Launch ShoreWare Director and enter the user ID and
password. Then click the Login button.
Step 2 Click on the Administration link to expand the list (if it has
not already been expanded).
Step 3 Click on the Users link and then the Individual Users link
to display the list of users on this system.
Step 4 Click on the name of the user to modify and then click on
the Personal Options tab.
Step 5 Scroll to the bottom of the window and click on the
Customize IP Phone Buttons link.
Step 6 Click the IP Phone Type drop-down menu and select the
appropriate IP phone type (or button box) for which you
would like to program buttons.
Step 7 For each button except the first one, which is permanently
associated with the Call Appearance function, click on the
Function drop-down menu and select the action you would
like to associate with a particular button.
Figure 4 Program the Custom Keys on an IP 560 phone

Step 8 In the Label field to the left of the drop-down menu, enter a
descriptive word to remind the user which function is
associated with that button. This label will appear on the
LED display adjacent to the button. Note that this label can
be up to five characters long for the IP 212k, 230, and 560
phones and up to six characters long for the IP 100 phone
and BB24 device.
Step 9 After you have selected a function and entered a label for a
particular button, you may optionally enter destination
information in the Target field. Certain functions , such as
“Pickup Nightbell” do not require entering a destination, but
other functions such as speed-dial or blind transfer can
optionally take a destination. Some functions take only
extensions and some take any type of phone number.
Step 10 When you have finished entering functions and labels for all
of the buttons, click the Save button at the top of the
window to store your changes.
To enable a user to configure the programmable buttons on his or her phone,
follow the procedure below:
Step 1 Launch ShoreWare Director and enter the user ID and
password.
Step 2 Click on the Administration link to expand the list (if it has
not already been expanded).
Step 3 Click on the Users link and then the Individual Users link
to display the list of users on this system.
Step 4 Click on the name of the user whose profile you would like
to modify (enabling him to customize the buttons on his IP
phone). A window similar to the one shown below appears.
11

Figure 5 Access the User Group via the Edit User window
12
Step 5 Click on the Go to this User Group link and on the next
window that appears, click on the Go to this Class of
Service link located to the right of the COS - Telephony
field. The Class of Service window appears, similar to the
one shown below.

Figure 6 Enable customization of IP phone buttons
Step 6 Select the Allow Customization of IP Phone Buttons check
box.
Step 7 Click the Save button to store your changes.
Details:
The default for new Class of Service (Telephony) profiles is to have this
feature disabled, thus preventing users from modifying their own custom
buttons.
Once this Class of Service (Telephony) profile has been created, you can
apply it to every person in the system that you would like to allow to
change his or her custom buttons. (Note that the user must belong to the
appropriate user group in order for the modified Class of Service to take
effect.)
13

HOW TO PROGRAM BUTTONS FROM AN IP PHONE
To change the custom buttons on your IP 212k, 230, 560 phone or BB24
device via the telephone interface, follow the procedure below:
14
Step 1 Press the Options button on your IP phone and enter your
password, followed by the # key or OK soft key.
Step 2 Scroll through the list to option 4. Program Buttons, or press
4 on the keypad.
Step 3 Press the Edit soft key.
Step 4 Press the custom button that you would like to modify. (If
you are modifying the buttons on the BB24 device via the
212k/230/560 interface, press the button on the BB24 that
you would like to configure.)
Step 5 Scroll through the list of functions until you find the
function that you would like to apply to this button.
NOTE Your choices are limited to just Call Appearance and Dial
Number (i.e. Speed Dial) when programming the buttons via the
212k/230 interface. This limitation does not apply to the IP 560
phone. To program one of the other functions, contact your
system administrator.
Step 6 When you have highlighted the appropriate function, press
the Next soft key.
Step 7 Enter an extension, external number, or leave it blank. Then,
press the Next soft key.
Step 8 Press the soft key to shift the key pad between
numeric and alphabet mode.
Step 9 Use the key pad to enter a short descriptive label that will
remind you of the new function of the custom button. The
label can be up to five characters long for an IP 212k, 230, or
560 phone and up to six characters long for a BB24 button
box.
Step 10 Press the Done soft key.
Step 11 Press the Done soft key again to store your changes.

SUPPORTED FUNCTIONS
Table 1 Supported Functions
Function Parameter Comments
Barge In Extension or none
Call Appearance None Not supported on Button
Box
Conference Blind Extension or external
number
Conference Consultative Extension or external
number
Conference Intercom Extension or none
Dial Mailbox Extension or none
Dial Number (Speed Dial) Extension or external
number
Intercom Extension
Monitor Extension Extension
Page None
Park Extension or none
Park and Page Extension or none
Pickup Extension or none
Pickup Night Bell None
Pickup/Unpark Extension or none Uses internal presence to
determine which operation
to perform
Record Call Mailbox Operates on selected
external call while
connected; Pressing a
second time stops the
recording.
Call recordings can be
saved in the mailbox of the
initiating client (by leaving
the mailbox field blank),
or can be routed to an
alternate mailbox by
entering a mailbox number
in the field.
15

Table 1 Supported Functions
Function Parameter Comments
LEDS AND ICONS BY PHONE TYPE
The table below lists the type of device, and the number of colors that the
LEDs on that device are capable of displaying. The next column lists the
number of characters that can appear across the display, and the last column
indicates whether or not the device supports the display of icons.
16
Record Extension Extension or mailbox Call recordings can be
saved in the mailbox of the
initiating client (by leaving
the mailbox field blank),
or can be routed to an
alternate mailbox by
entering a mailbox number
in the field.
Send Digits Over Call Extension
Silent Monitor Extension or none
Transfer Blind Extension or external
number
Transfer Consultative Extension or external
number
Transfer Intercom Extension or none
Transfer to Mailbox Extension or none
Transfer Whisper Extension or none
Unpark Extension or none
Whisper Page Extension or none
Whisper Page Mute None
Table 2 LEDs and Icons By Phone Type
Device LEDs
LABEL
(characters)
IP 212k Phone 3-color 6 No
IP 230 Phone 1-color 5 Yes
IP 560 Phone 3-color 5 Yes
ICON

Table 2 LEDs and Icons By Phone Type
Device LEDs
LABEL
(characters)
BB24 3-color 6 No
ICON
17

COLOR AND BLINK PATTERNS FOR CUSTOM KEYS
The LEDs on your ShoreTel IP phone or button box provide color cues to help
determine the operational status of the device. The table below provides
information about the colors and blink patterns associated with various
operational states.
Note that the information in this table applies to the following devices, which
have LEDs capable of displaying three colors: IP 212k, 530, 560, 560g, and
BB24.
18
Call State Color and Blink Pattern
Held or Parked Calls or
Conference Calls
Orange
250ms on
250ms off
Monitored Ext. Call + Offering Call Green
800ms on
200ms off
Red
800ms on
200ms off
Monitored Ext. Call + Held or
Parked Owner Call/Conference Call
(Unpark, Pick/Unpark Only) Held or
Parked
Orange
200ms on
100ms off
200ms on
500ms off
Orange
250ms on
250ms off

STATUS ICONS FOR OPERATIONAL STATES
In addition to multi-colored LEDs, your ShoreTel IP phone offers icons to help
indicate the status of the device. The table below provides information about
these icons, and offers additional information about the LED blink pattern and
color. The information in this table applies to IP phone models that support
the display of icons (IP 530, 560, 560g models).
Icon
Blink
Icon
LED Color and
Blink Pattern
Off Idle
Orange
Steady on
State
Call Appearance States
Idle and DND
Off Idle and Message Waiting
Orange
Steady on
Green
Steady on
Green
Steady on
Green
Steady on
Green
Steady on
Green
1000ms on, 1000ms off
Orange
250ms on, 250ms off
Idle, Message Waiting and DND
Off Hook
Active Call
Active Conference Call
Remote Hold
Offering Call
Held or Parked Call or
Conference Call
19

20
Icon
Blink
Icon
LED Color and
Blink Pattern
Red
Steady on
Red
Steady on
Off Idle
Orange
Steady on
Whisper Page Call
Active Call Whisper Muted
Extension Monitor States
Idle and DND
Off Idle and Message Waiting
Orange
Steady on
Green
1000ms on, 1000ms off
Green
Steady on
Orange
250ms on, 250ms off
Red
Steady on
Red
Steady on
Green
200ms on, 100ms off,
700ms on, 1000ms off
Green
800ms on
Orange
200ms on
State
Idle, Message Waiting and DND
Offering Call
Active Call Picked Up
Held or Parked Call or
Conference Call
Monitored Ext. on Active Call
Monitored Ext. on Conference
Call
Monitored Ext on active Call +
Offering Call
Picked up Monitored Ext. Call +
Monitor Ext on Active Call

Icon
Blink
Icon
LED Color and
Blink Pattern
Orange
200ms on, 100ms off,
200ms on, 500ms off
Orange
200ms on
Green
800ms on
Orange
200ms on
Green
100 on
Off Idle
Green
1000ms on, 1000ms off
Green
Steady on
Red
Steady on
Orange
250ms on, 250ms off
Picked up Monitored Ext. Call
and Held + Monitor Ext on
Active Call
Picked up Monitored Ext. Call +
Monitor Ext held Active Call
Bridged Call Appearance States
Offering Call
Active Call Picked Up
Line In-Use
Held or Parked Call or
Conference Call
Feature Key With Extension
Target States
Off Idle or Offering Call
Red
Steady on
Orange
Steady on
Red
Steady on
State
Connected or Held Call
DND
(Dial/Transfer Mailbox Only) MWI
21

22
Icon
Blink
Icon
LED Color and
Blink Pattern
Green
1000ms on, 1000ms off
Orange
250ms on, 250ms off
(Pickup, Pick/Unpark, Pickup
NightBell Only) Offering
(Unpark, Pick/Unpark Only) Held/
Parked
Toggle Functions
(Record, Whisper Mute)
Off Function Off
Orange
Steady on
Orange
500ms on, 500ms off
Orange
500ms on, 500ms off
State
Function Available
Record Active
Whisper Mute Active